Files


You can use the File command under the Insert menu to insert one file (the source file) within another file (the destination file). The source file then becomes part of the destination file.

Tips

  • The source file can be in any format that Word recognizes.

  • Copy-and-paste and drag-and-drop are two other methods for inserting the contents of one file into another. These techniques are explained in Chapter 2.

  • A file can be inserted with or without a link. If the source file is linked, when you update the link, the destination file is updated with fresh information from the source file. This means that changes in the source file are reflected in the destination file.


To insert a file

1.

Position the insertion point where you want the source file to be inserted (Figure 38).

Figure 38. Position the insertion point where you want to insert the file.


2.

Choose Insert > File (Figure 1).

3.

Use the Insert File dialog that appears (Figure 39) to locate and select the file that you want to insert.

Figure 39. The Insert File dialog.


4.

Click the Insert button. The file is inserted (Figure 40).

Figure 40. An inserted file.


Tip

  • You can use the Enable pop-up menu at the top of the Insert File dialog (Figure 39) to view a list of only certain types of files.


To insert a file as a link

Follow all of the steps on the previous page to insert a file. In step 4, turn on the Link to File check box.

Tips

  • When you click the contents of a linked file, it turns gray (Figure 41).

    Figure 41. When you click the contents of a linked file, it turns gray.


  • Any changes you make in the destination file to the contents of a linked file are lost when the link is updated.

  • A linked file is inserted as a field. I tell you about fields earlier in this chapter.


To update a link

1.

Hold down and click on the linked file to display its shortcut menu (Figure 42).

Figure 42. The shortcut menu for a linked file.


2.

Choose Update Field.

The link's contents are updated to reflect the current contents of the source file.

Tip

  • If Word cannot find the source file when you attempt to update a link, it replaces the contents of the source file with an error message (Figure 43). There are three ways to fix this problem:

    Figure 43. Word displays an error message in the document window when you attempt to update a link and it can't find the source file.


    • Undo the update.

    • Remove the linked file and reinsert it.

    • Choose Edit > Links to fix the link with the Links dialog. (A discussion of the Links dialog is beyond the scope of this book.)


To remove an inserted file

1.

Select the contents of the inserted file.

2.

Press .



MIcrosoft Word 2004 for Mac OSX. Visual QuickStart Guide
MIcrosoft Word 2004 for Mac OSX. Visual QuickStart Guide
ISBN: N/A
EAN: N/A
Year: 2003
Pages: 199

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